Email triage for estate agencies and property managers
An agency inbox receives everything: portal leads, tenants, landlords, contractors, surveyors, notaries. The hot buyer lead and the urgent water damage sit next to the newsletters — and wait the same reading time.
In your day-to-day
- 01
Portal leads detected and qualified within minutes, routed to the right negotiator with the listing concerned.
- 02
Management emergencies identified — water damage, leaks, lockouts — flagged to the on-call manager immediately.
- 03
Incoming documents — surveys, contractor estimates, notary letters — attached to the right property and file in your software.
How it works
- 1
Measure before sorting
We start by measuring the real flow: who writes, about what, what actually needs action. Sorting rules are built on that data — not on impressions.
- 2
Sort, extract, route
The agent classifies each message, extracts the useful data (references, amounts, deadlines) into your tools, and routes to the right person. Urgent items are flagged within minutes.
- 3
Answer the recurring
Acknowledgements, document requests, standard questions: the agent replies on its own within the approved fence. The rest lands pre-qualified in your team’s queue.
Typical results
95%
of messages classified and routed with no human involved
4 min
between an urgent message arriving and being flagged
0
client requests lost in the pile
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Can the agent tell a serious buyer from a mere browser?+
It qualifies every contact — project, financing, timeline — and routes accordingly: solid files to the negotiator first, vague enquiries into an automatic qualification sequence. Nobody is ignored, but sales time goes to real projects first.
Our negotiators each have their own inbox — what does the agent cover?+
It covers the agency contact inbox and the portal addresses, where the volume and the losses are greatest. Individual inboxes can be assisted later, with the same rules — your choice, inbox by inbox.
What if the agent misclassifies an important message?+
Rules are calibrated on your real flow and start in assisted mode: the agent proposes, your team validates, the agent learns. Autonomous sorting is only switched on once reliability is demonstrated — and everything stays browsable, nothing is deleted.
Does it work with Gmail, Outlook, a shared inbox?+
Yes — Gmail, Microsoft 365, IMAP, shared inboxes and aliases. The agent works inside your existing mailbox, without changing the address your clients know.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
Get my free diagnostic